Managing Contacts
Managing contact information should be fairly straightforward, however there are a few aspects of the contact system that could do with a little explaining.
Firstly, the details provided in contacts are used in a number of different areas elsewhere on the system: address details can be found in the contract documents (that can be automatically generated in artist>contract); phone numbers are essential for a number of different reports; and email addresses are required for the messaging system to function.
Add to this the benefit of a single and current reference source for all staff, we can see that keeping contact details complete is a core part of the system.
Click the 'add new' button to add a new name. You can select the role of the person from the drop-down menu.
At the moment it is not possible to add your own contact categories. The ability to do this, however, is high on our list of things-to-do.
in the example below we have two names, with company, phone, mobile, email and address. Editing and deleting are done through the edit and delete icons on the right-hand side. Only those with Superuser Permissions will be able to delete contact names.
You'll note the words Primary Contact after Booking. This means that the system will use this name/email/address as the default. The primary contact would be an artist if you deal with them directly, their manager or booking agent if not. They are the first point of call for all communications.
You make a different name primary by clicking on the small gold star. A grey star means that you've yet to provide an email address which prevents you from promoting them - add an email address to resolve this.
Primary contacts will always be the first name on the page.
Notes
The notes system allows you to leave messages relating to each person. You have the ability to choose whether the message is for all users, or staff only. [This is only of value when you're allowing artist and/or their management access into the system]
Only those with contact superuser permissions will be able to delete notes.
Deposit paid emails
The system can send out an automatic "we've paid your deposit" email - these are sent to the artist and/or management contacts only.
Category: Contacts and Messaging,
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